This document discusses effective time management techniques for handling multiple tasks and projects simultaneously. It recommends having a positive attitude and creating a detailed plan to organize tasks. It also suggests managing expectations with your manager, learning to say no to additional tasks when overcommitted, focusing fully on one task at a time, and completing at least one task fully each day to avoid feeling perpetually busy without making progress. Mastering these skills can help a person become a productive and effective "juggler" of many responsibilities.

1. TIME MANAGEMENT
MULTITASKING

2. Using project management software to organize a
multitude of tasks and projects gives a mass of work a
sense of order. But being an effective juggler—someone
who can keep a lot of balls in the air, and also get things
done—requires some important skills. Here are seven
habits to acquire to be an effective, productive juggler.

3. 1. Have a positive attitude.
Don’t wrap yourself (and co-workers) in the story that you
have too much to do and you’ll never get it done. Instead,
look at your workload as a full banquet of multiple courses,
and tell yourself you’re going to make one helluva dent in
them. (And while nobody’s promoting overworking, having a
lot to do is a good thing in a job.)

4. 2. Create a plan.
Strategizing out a plan will get you focused and problem
solving, and take your brain out of the trough of worry and
defeat. An effective plan takes a 20,000 foot mountain and
breaks it down into reasonable mole hills. Planning activities
include estimating effort, identifying urgent vs important
work items, and prioritizing tasks. If you have a project
planning tool like LiquidPlanner, you’ll be one step ahead of
the prioritization game.

5. 3. Manage up effectively.
It’s important to manage up effectively to keep some order
to those various tasks and deadlines. Check in with your
boss just enough so that he/she is aware of what you’re
doing, and you can be confident that you’re working on the
most important items. If you’re juggling a few related tasks
and don’t see the connection, ask. Use your co-workers for
second opinions, check-ins and other questions. You don’t
want to rush your manager; instead, prove yourself
resourceful, and know what question to ask, when.

6. 4. Don’t be a Yes Person.
If you’re already juggling your fair share of balls, is it wise to
take on more? Learn to say “no.” It’s a common characteristic
to want to please your manager and look like a “can do”
person. But here’s the thing: In life, it’s always up to you to
draw the line. So if your manager—or a co-worker—swings by
with a last-minute task, don’t resort to an instant “Sure, no
problem.” Instead, take time to think through what’s needed,
turn the job drop-off into a larger conversation. Feel free to
say “no,” but then provide an alternative solution: a more
reasonable date or more resources, for example. This way you
develop the skills—and reputation—as a thoughtful, reliable
problem solver.

7. 5. Know your perfect juggling amount.
It’s hard to escape multi-tasking. But overdoing it can result in an
exercise in futility: doing a little here, a little there and never
completing anything significant. We all have our way of thinking
and working. Some of us like juggling a few tasks; others like to
drop deeply into one task for hours (and some jobs require more
of this). Pay attention to how you feel during your most
productive days, and see how many tasks you get done. If three is
about the most you can handle, then you know what you—and
others—can expect in a day. Don’t overextend yourself (see No.
4). If the numbers go over that ideal (say 3), work through the top
three, and get to the rest tomorrow.

8. 6. Focus on the task at hand.
This is easier said than done, but when you’re working on one
task or project, put your full attention there. It might take
discipline—especially if you have a wily mind that wanders. If
you’re used to interrupting one task half way through because
a random thought about Project B darted into your mind, try
to push it away and stay where you are. This is a focusing
exercise that takes practice, and it will get easier over time. If
you’re worried about losing a brilliant thought, write it down. If
it’s a truly brilliant though, it will return. And have some rules
around checking email and those other distracting websites.
Make them work for you and use them as rewards!

9. 7. Complete something every day.
Even though our jobs require that we mark projects done and
meet deadlines, it’s easy for some jugglers to never get that
sense of completion. Try this: Name one task or work item
you’ll complete every day. Focus on it, stay with it and make
sure you don’t leave your desk until it’s finished. Then savor it.
It’s important to bring all those balls in play to a halt. And
acknowledge a job well done.